Send the Yellow Copy of the Small Dollar Order form to Purchasing Services

This memo is a reminder to all department to please send the yellow copy of the Small Dollar Order form to Purchasing Services, this will prevent Credit Hold issues and lessen the workload for your department.  Please be sure to send the yellow copy to Purchasing using one of the Blue Mailboxes or hand deliver directly to Natalija Shkreli at SoM Finance/AP & Purchasing Operations department.

I am also taking this opportunity to remind everyone of five things you must know if you use the Small Dollar Order forms.

1. The Small Dollar Order has a number on the form that is used as a reference for payment of vendor invoices, and is used for products or services up to $1,000.
2. The Small Dollar Order is a contract between the SOM department and the vendor.
3. For Small Dollar Orders, it is the responsibility of each department to process invoices for payment in a timely manner.
4. The Billing and Shipping address is always your Department Address.
5. There are four copies to Small Dollar Order Forms and they  must be distributed as follows:
   1. White (Original) : Send/fax to the Vendor       
   2. Yellow: As soon as you place your order, YOU MUST send this copy to NYU Purchasing Services via the Blue Mail Boxes or hand deliver to SoM Finance.
   3. Pink: The department keeps until they receive the product/service and the vendor invoice, then you must attach the invoice to the pink form and send to Accounts Payable for payment.  Always make sure the chartfield is legible valid.
   4. Blue: Department should retain for their records.

Blue Mail Box and Finance/AP & Purchasing Operations location:

SOM has three mailboxes that must be used for the delivery of Purchasing Services and Accounts Payable documents, they are located at:

• 530 First Avenue, 1st floor in the Medical Center
• 545 First Avenue, 1st floor in Greenberg Hall
• Old Bellevue Hospital, ground floor in the mailroom

SoM Finance/AP & Purchasing Operations for SoM is located at Greenberg Hall, 545 First Avenue, floor & room # SC1-47.

If you should have any questions or concerns regarding this reminder, please feel free to contact Natalija Shkreli at 212-263-3872 or e-mail to natalija.shkreli@med.nyu.edu.